City of Washington Pavilion Rental Application

• All services for Police, Fire, and EMS are at an additional cost and not included in the rental fee.

• ALL APPLICANTS ARE RESPONSIBLE FOR COORDINATING SECURITY SERVICES!

• All road closures must be filed with the Washington Police Department and Penn DOT in addition to this application.

• A copy of the road closure approval must be emailed to bmartin@pcrg.org.

Speaker System Rental – What’s Included

The pavilion includes a built-in sound system designed to support announcements, speeches, and music for events of all sizes.

The system features 12 permanently installed speakers mounted throughout the pavilion for even sound coverage. Two wireless microphones are included for announcements, presentations, or ceremonies.

Audio can be played through the system using multiple connection options:

• A wireless audio receiver that connects via:
  • 3.5mm audio jack (standard headphone connection)
  • Red and white RCA connections (standard left/right audio cables)
• Direct connection from a phone, laptop, or music device using:
  • 3.5mm audio cable
  • USB-C cable (device dependent)

Once connected, audio is transmitted wirelessly to the pavilion speakers. The system is suitable for background music, speeches, and general event audio.

What’s Not Included

• A DJ, sound technician, or on-site audio support
• Mixing or advanced sound control (equalization, live balancing, multiple inputs)
• Additional microphones or specialty audio equipment
• Cables or adapters not listed above
• Setup or troubleshooting beyond basic system access
   

Renters are responsible for operating the system and providing any additional equipment needed for their specific event.

• Restrooms are available at the pavilion. You are responsible for the opening and closing of the restrooms at the close of your event. Should the restrooms experience a maintenance issue during the event, they are to be closed for the remainder of the event.
• We are not able to provide maintenance or cleaning during the event.
• For events on or after November 1st, restrooms will be closed for winterization.
• The restrooms will be cleaned before the event and stocked with supplies. There will not be cleaning during the event. Should they become inhospitable, please close them for the remainder of the event.
• The first business day after the event, they will be inspected for excessive debris. If the restrooms are found to be excessively dirty - you will incur an additional cleaning fee. Fee will be determined based on condition.
• You are responsible to make sure the restrooms are monitored during you event and securely locked at the close of the event. Any damage will result in additional fees and may exclude you from renting the pavilion in the future.

Due to an increased of personal injury and/or property damage under certain circumstances, insurance will be required under the following conditions:

1. All Athletic Competition Events

2. Any Special Event involving animal(s), fireworks, automobile(s) or other vehicle(s), included, but not limited to, motorcycles, or the sale of food

Where required, the Applicant shall maintain insurance in the amount specified below to cover the entire duration of the event. The Applicant shall attach a certificate of insurance duly executed by the officers or authorized representatives of a responsible and non-assessable insurance company, evidence of the following minimum coverage(s) and specifically identifying The City of Washington as an additional insured, which insurance shall be non-cancelable, except upon thirty (30) days prior written notice to the City of Washington. INDEMNIFICATION STATEMENT: Where insurance is required, the Applicant-when filing a permit application shall represent, stipulate, contract and agree that it will-indemnify and hold the City harmless against liability, including court costs and attorney's fees, and attorney's fees on appeals, for any and all claims for damage to property, or injury to, or death of persons arising from the Applicant's activities authorized by the Special Event Permit

ACCEPTANCE OF TERMS

By signing below, the Applicant acknowledges and agrees that the following terms and conditions apply to all events approved through this application.

The Applicant understands that all costs for police, fire, public works, or other City of Washington employees performing work expressly requested by the Applicant in connection with the permitted event must be paid in advance if charges are to be incurred.

The Applicant understands that a copy of the approved permit for this event must remain on-site at all times and be available for review.

The Applicant understands that if the event involves the consumption of alcohol, the Applicant must obtain all required approvals from the Pennsylvania Liquor Control Board before the application can be approved.

The Applicant understands that the City of Washington is not responsible for providing amenities such as portable restrooms, sound systems, tables, chairs, or other support materials or services outside of those expressly agreed to in this application.

The Applicant understands that it is responsible for securing portable restrooms, trash containers, and all other amenities required to support the event, unless otherwise specified in this application.

The Applicant understands that any damage to property or personal injury occurring during the use of the Community Pavilion is the responsibility of the Applicant. The Applicant agrees to indemnify and hold harmless the City of Washington from any and all claims arising from personal injury and from any damage to the Community Pavilion or surrounding areas directly caused by the Applicant, its guests, vendors, or contractors in connection with the event.

The Applicant understands that it is responsible for the cost of repairs to the pavilion or other City property for any damage caused by the event, as assessed by the Public Works Director.

If insurance is required under the terms of this application, the Applicant must submit a Certificate of Insurance naming the City of Washington as an additional insured to the Office of the Mayor no later than ten (10) days prior to the event. A permit will not be issued if a required and acceptable Certificate of Insurance is not received.

The Applicant understands that the application will not be reviewed unless payment is submitted in accordance with the prices outlined above, along with any required security deposit. Security deposits will be refunded following the event provided there is no damage to the Community Pavilion or surrounding areas and all trash, debris, and equipment have been removed no later than 8:00 a.m. on the day following the scheduled event.

If the Applicant rents the pavilion speaker system, the Applicant assumes responsibility for all rented audio equipment. Any damage to wireless microphones will result in a $500 charge per damaged microphone, assessed after the event.

If the Applicant cancels the event, the Applicant must notify the City of Washington as early as possible to reduce incurred costs. The Applicant will be charged for any City services provided in advance of the event up through the time of notification.

The Applicant certifies that they have carefully read and understand all instructions, rules, and regulations contained in this application and agree to comply with all requirements set forth herein.